Asset Management Plans

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1 Tertiary Education CAM Workshop 17 February 2012

2 Objective and Overview The objective is to develop an understanding of how Asset Management Plans are produced: Purpose, definitions and misconceptions Where AMPs fit strategically Levels of AMP maturity AMP development process Typical structure and content Reference: 2011 International Infrastructure Management Manual

3 Purpose, Definitions and Misconceptions provide the means to document and communicate the programmes and resources required to deliver asset based organisational strategies and outcomes. Formal definition (2011 IIMM): Long term plans that outline the asset activities and programmes for each service area and resources applied to provide a defined level of service in the most cost effective way. Misconceptions: Asset Management Plan Capital Asset Management Not the sole outcome from the CAM process Not a list of planned maintenance Not a standalone document Don t make ideal door-stops

4 Link to Strategic and Operational Planning

5 Asset Management Process

6 Levels of Asset Management Plan Maturity IIMM defines AMP maturity in terms of 4 levels: Minimum: Basic information on assets, service levels, planned works and financial forecasts (<10 years), and planned future improvements. Core: plus description of services and critical assets, top-down condition and performance description, future demand forecasts, description of AM processes, and 10 year financial forecasts. Intermediate: plusanalysis of asset condition and performance trends, stakeholder engagement, and ODM and risk techniques applied to major projects. Advanced: plus evidence of programmes driven by ODM techniques, risk management programmes, and service level trade-off analysis.

7 Development of the AMP Establish the objectives of the AMP and the intended audience. Agree the level of detail and planning assumptions. Decide the approach for developing the first AMP. Consider availability and quality of existing information and documents. Develop the AMP template to provide a logical flow. It should tell a story and provide the glue to link assets to outcomes. Produce the AMP using the available information. Recognise the reality of imperfect and incomplete information. Review the AMP for consistency and against good practice. Agree areas of targeted improvement. Monitor implementation. Maintain the AMP reflecting approved budgets, changing priorities, and changing asset performance.

8 Development of the AMP The approach will depend on the level of system maturity: Top Down Approach Typically early AMPs Use existing information, experience and judgment System level analysis Easier and faster to produce Early identification of risk areas and improvements Judgment based decisions Limited options analysis Lower confidence levels Sub-optimal decisions Bottom Up Approach Advanced AMPs Data and process driven Analysis at asset level Continuous improvement Scenario modeling Detailed options analysis Evidence based decisions Higher level of confidence Time and resources intensive Risk of becoming data rich and information poor

9 Development of the AMP Gaining organisational engagement: AMPs are part of the ongoing business process they are not one-off documents. AMPs should be prepared in consultation with key stakeholders, and ideally with input from throughout the organisation. They should be produced iteratively and socialised internally. AMPs should consider all material assets used in the delivery of organisational outcomes generally more than facilities. Consider developing departmental mini-amps to then inform infrastructural and support AMPs.

10 Typical Structure and Content AMPs should tell a story from the assets perspective they provide the glue between assets and outcomes. Typical AMP template: Executive Summary Introduction Levels of Service Future Demand Lifecycle Management Plan Financial Summary Planned Improvements Appendices

11 AMP - Introduction Background and purpose set the scene Relationship with other planning documents Summarise and overview of the assets Summarise the links to organisation goals and objectives Identify the key stakeholders and their areas of need Identify the key planning assumptions and limitations Describe the level of AMP maturity and resulting confidence

12 AMP - Levels of Service Strategic goals and impacts on the levels of service: Strategic, e.g. location and quality Tactical, e.g. facilities and features Operational, e.g. cleaning and access Consider legislative and regulatory requirements Consider stakeholder requirements Summarise current levels of service Summarise future levels of service Describe anticipated shortfalls and resulting risk Discuss options and tradeoff available to address shortfalls Summarise the major projects related to Levels of Service Reference: International Infrastructure Management Manual, Section 2.2

13 AMP - Demand Identify the factors influencing demand: Population and Demographic Customer expectations, e.g. parking, childcare Technology, e.g. remote learning, forestry harvesting Economic and industrial Summarise demand forecasts Consider potential demand scenarios Consider the impact of demand on assets and asset utilisation Consider the sensitivity of asset requirements to demand Consider asset and non-asset solutions Summarise the major projects related to Demand management Reference: International Infrastructure Management Manual, Section 2.3 and 3.1.4

14 AMP - Lifecycle Management Plan Asset data summary of existing assets: Type, location, and age Size, capacity and utilisation Condition and performance Valuation and historical costs Maintenance plan maintaining existing assets Renewals plan renewing and replacing existing assets New asset plan creating and acquiring new or upgraded assets Disposal plan retiring and disposal surplus assets Risk management plan managing asset related risks Summarise the major projects related to Renewals and Disposal Reference: International Infrastructure Management Manual, Section 3.4

15 AMP - Financial Summary Considering the information provided in the previous sections: Financial statements and projections Expenditure by service group or department, e.g. faculty or school Expenditure by asset type, e.g. facilities, infrastructure and ICT Expenditure by type, e.g. operation, renewal and new works Funding strategies funding sources and categorisation Affordability future operating, maintaining and financial costs Valuation forecasts replacement, depreciated and depreciation Assumptions, scenarios and confidence levels Reference: International Infrastructure Management Manual, Section 3.4

16 AMP - Planned Improvements Summary of current and desired AM practices Improvements typically categorised in terms of: AM Processes Asset data AM Information systems Capability, i.e. people Details of activities, milestones, resources and responsibilities Monitoring and review process internal and external Performance measures measuring and reporting effectiveness Reference: International Infrastructure Management Manual, Section 4.6

17 Key Thoughts AMPs provide the glue that links assets to outcomes AMPs should tell the story from the assets perspective AMPs are a communication tool socialise them Level of detail & maturity should reflect the organisation s need Imperfect and incomplete information is a true-fact Make them graphical and easy to read Celebrate achievements and plan improvements Don t make ideal door-stops

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